How to Scan Receipts into Quickbooks

QuickBooks has revolutionized accounting, bookkeeping and even taxation. Millions of businesses use QuickBooks for corporate accounting, calculating taxes and even for filing taxes. People also use QuickBooks for personal purposes which can include anything from making a budget for an upcoming holiday to working on one’s investment portfolio.

There are many advantages of QuickBooks but one major drawback is that it still doesn’t allow you to scan anything directly. You cannot directly scan a receipt or anything and add it straight to your QuickBooks spreadsheet. You do have to scan receipts and many other documents despite the paperless environment which has become widespread. Here is a guide on how to scan receipts into QuickBooks.

Steps to Scanning

1. First, you need a scanner and must scan the receipts and save it onto the computer or laptop. This is a simple scanning process which has nothing to do with QuickBooks. You can scan and save the image in a PDF format or in an image format of your choice. The PDF format is the most desirable because it can then seamlessly blend in with the spreadsheet. Some image formats may not be very compatible with QuickBooks hence it is best to avoid any type of image formats.

2. Second, you should work on your QuickBooks as usual filling up all the transaction details.

3. Before you can scan receipts into QuickBooks, you need to have some scanning software in QuickBooks or one that is compatible with it. This scanning software would scan the image or the scanned file of the receipt and add it directly to QuickBooks.

4. When you fill up the transaction details on a page of QuickBooks, you would get a box prompting you to add a document. You must click on this option and that would take you to your system drives, asking you to choose a file that you wish to add. In here, you can choose the system drive where you have saved the scanned receipt in PDF format or you can use a USB drive for the purpose as well. Once you select the scanned file, see if the file format is correct and then add it onto QuickBooks.

5. QuickBooks would add the scanned receipt and it would appear on the spreadsheet having an icon which can be clicked to view the scanned receipt.

The quality of the scan receipt, whether it has one side or both sides and how they appear on the spreadsheet would depend on the scanning of the paper receipt and not on QuickBooks.

Posted on Mar 10, 2014

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